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Set up webhooks for your Workday HR spoke

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Set up webhooks for your Workday HR spoke

Retrieve details the required employees in the Workday HR application to your ServiceNow instance by setting up the webhooks.

Before you begin

Role required: admin

Configure ServiceNow Webhook API Client for OAuth 2.0 in Workday

Configure API client in Workday to authenticate webhook requests.

Before you begin

Role required: Workday admin role or the role with granted permission to setup OAuth 2.0 client in Workday.

About this task

You only need to configure this step if you want to use the ServiceNow platform as a listener endpoint, and receive event notifications from Workday. If you don’t need to receive any event notifications from Workday, then you can skip the configurations mentioned in this section.

Note: These configurations must be performed in Workday.

Procedure

  1. In Workday, access the Edit Tenant Setup - Security task.

  2. Select the OAuth 2.0 Clients Enabled option from the OAuth 2.0 Settings section.

  3. Access the Register API Client task.

  4. Enter the Client Name.

  5. Select the Client Grant Type as Authorization Code Grant.

  6. Select Access Token Type as Bearer.

  7. Enter a valid Redirection URI.

    Note: Make sure that the OAuth 2.0 Redirection URI is a valid HTTPS URL.

  8. Select the Refresh Token Timeout in days.

  9. Select the Non-Expiring Refresh Tokens option to prevent the refresh token from timing out.

  10. Select the Grant Administrative Consent option to grant OAuth permission to a REST API Client tenant-wide.

    When you select this option, you don't have to grant client access explicitly to Workday functional areas.

  11. From the Functional Areas prompt, select the functional areas to which your OAuth 2.0 client requires access.

  12. If the OAuth 2.0 client requires access to core Workday domains that aren’t in any functional areas, select the Include Workday Owned Scope option.

Set up CreateUser Webhook for the Workday HR spoke

Use the CreateUser Webhook to get the details of the newly onboarded employee from Workday to your ServiceNow instance.

Generate user name and password in your ServiceNow instance for Create User webhook

Generate user name and password in your ServiceNow instance to authenticate requests for Create User webhook and retrieve the required data from the Workday application.

Before you begin

Role required: ServiceNow admin

Note: These configurations must be performed in your ServiceNow instance.

Procedure

  1. Log in to your ServiceNow instance as an admin.

  2. Navigate to All > System Definition > Table.

  3. Filter and search for the Workday HR spoke webhook registry table.

    For example, Workday Webhook Registry.

  4. Click the Show List related list.

  5. Click New.

  6. On the form, fill these values.

    Field Description Description Description of the webhook registry record. Enter Workday event and authentication for Create User. UserName Workday user who has integration rights using Workday Web Services. Password Password of the Workday user. Workday Event Event for which the webhook is set up. Enter CreateUser. Workday Instance Workday host URL and tenant name. Enter the URL in this format:https://<workday_host_url>/<workday_tenant_name>

  7. Right-click the form header and click Save.

  8. Click Generate UserName And Password.

    Copy and record the values of username and password. These values must be specified in the Workday instance to authenticate the webhook requests.

    Note: If you have more than one HIRE BP in your environment, you must configure all the HIRE BPs to enable the Create User webhook for all HIRE employee transactions.

Retrieve the resource path from your ServiceNow instance for Create User webhook

Retrieve the resource path from your ServiceNow instance for later use to authenticate Create User webhook requests and retrieve the required data from the Workday application

Before you begin

Role required: ServiceNow admin.

Note: These configurations must be performed in your ServiceNow instance.

Procedure

  1. Log in to your ServiceNow instance as an admin.

  2. Navigate to All > System Web Services > Scripted Web Services > Scripted REST APIs.

  3. Open the record for the Workday HR spoke.

  4. In the Resources tab, click the Callback record.

  5. Record and save the value of Resource path for later use.

Import CLAR file to your Workday instance for Create User webhook

Import CLAR file available at ServiceNow Store to set up Create User webhook and authenticate requests from ServiceNow instance.

Before you begin

  • Workday Studio should be installed.

  • Access to custom report creation policy.

    Create custom report in workday based on the New_Hire_record report structure and share the report with ISU user.

  • Access to edit business process definition.

  • Access to create and edit integration system.

  • Role required: admin

Note:

  • Except integration name, report field XPath (if required), and Workday instance header, users are cautioned against modifying the values of fields or properties in the CLAR file.

  • These configurations must be performed in Workday Studio.

Procedure

  1. From the Workday HR spoke page on ServiceNow Store, download the Workday-HR-Webhook-Studio-Sample file from Supporting Links and Docs.

  2. Unzip the sample file to obtain the CLAR file.

  3. Import the CLAR file to Workday Studio.

  4. In the Properties tab of the StartHere component, navigate to Services and select the RAAS report created for this webhook.

    [Omitted image "configure-clar-file.png"] Alt text: Configure the StartHere component

  5. Choose the environment where your report exists such as, implementation or sandbox and configure the report as per your requirement.

  6. Provide a report name and select the required report.

    [Omitted image "report-name-wd-hr.png"] Alt text: Report name

  7. Provide the alias name of the report.

    [Omitted image "alias-wd-hr.png"] Alt text: Alias name

  8. After the report alias is added, add the selected path of report in Extra Path that is used to run the report based on prompt.

    [Omitted image "extra-path-wd-hr.png"] Alt text: Extra Path

  9. In the Set Headers component, provide your Workday instance for the WorkdayInstance header.

    [Omitted image "conf-set-headers-wd.png"] Alt text: Configure the Set Headers component

  10. In the properties of HttpOut, fill in these values.

<table id=“table_nmg_zdl_qmb”><thead><tr><th>

Field

</th><th>

Value

</th></tr></thead><tbody><tr><td>

Endpoint

</td><td>

REST endpointNote: See Retrieve the resource path from your ServiceNow instance for more information.

</td></tr><tr><td>

Http Method

</td><td>

POST

</td></tr></tbody> </table> [Omitted image “httpout-properties-wd.png”] Alt text: Configure the HttpOut properties

  1. Save the changes.

  2. In the project explorer, select the integration and deploy it in your Workday system.

  3. Log in to your Workday instance and navigate to Integration > Integration System > Configure Integration Attributes.

    [Omitted image "conf-int-attributes-wd.png"] Alt text: Configure Integration Attributes

  4. Provide user name and password in Configure Integration Attributes that you have generated in Generate user name and password in your ServiceNow instance.

    [Omitted image "username-pwd-wd-hr.png"] Alt text: Configure integration attributes

  5. Modify a business process and add this integration in your business process.

    1. Edit definition of the business process.

      [Omitted image "edit-def-wd-hr.png"] Alt text: Edit definition

    2. Select the effective date and click Ok.

    3. Click the + sign and add a new business process step in BP.

    4. Select an order, which is after the completion step of business process.

    5. Add the business process and select Type as Integration.

      [Omitted image "integration-type.png"] Alt text: Select Integration type

    6. Provide ISU username in Run as User and click Ok.

    7. Click Configure Integration on the newly added business process step in Hire BP.

      [Omitted image "conf-int-button.png"] Alt text: Configure integration

    8. In integration criteria, select value type as Determine value at runtime and select value as Employee ID.

      [Omitted image "determine-value-runtime.png"] Alt text: Determine value at runtime

      Selected Employee ID field in value is displayed.

      [Omitted image "emp-id-field.png"] Alt text: Employee ID field

    9. Click Ok.

    10. Create a report for the webhook with these details:

      Report definition:

      [Omitted image "report-def-wd-hr.png"] Alt text: Report definition

      Column labels:

      [Omitted image "col-labels-wd-hr.png"] Alt text: Column labels

      Calculated field details:

      [Omitted image "calc-fields-wd-hr.png"] Alt text: Calculated field details

      Filter and prompt details:

      [Omitted image "filter-prompt-wd-hr.png"] Alt text: Filter and prompt details

Set up Offboarding Webhook for the Workday HR spoke

Use the Offboarding Webhook to get the details of the offboarded employee from Workday to your ServiceNow instance.

Generate user name and password in your ServiceNow instance for Offboarding webhook

Generate user name and password in your ServiceNow instance to authenticate requests for Offboarding webhook and retrieve the required data from the Workday application.

Before you begin

Role required: admin

Note: These configurations must be performed in your ServiceNow instance.

Procedure

  1. Log in to your ServiceNow instance as an admin.

  2. Navigate to All > System Definition > Table.

  3. Filter and search for the Workday HR spoke webhook registry table.

    For example, Workday Webhook Registry.

  4. Click the Show List related list.

  5. Click New.

  6. On the form, fill these values.

    Field Description Description Description of the webhook registry record. Enter Workday event and authentication for Offboarding. UserName Workday user who has integration rights using Workday Web Services. Password Password of the Workday user. Workday Event Event for which the webhook is set up. Workday Instance Workday host URL and tenant name. Enter the URL in this format:https://<workday_host_url>/<workday_tenant_name>

  7. Right-click the form header and click Save.

  8. Click Generate UserName And Password.

    Copy and record the values of username and password. These values must be specified in the Workday instance to authenticate the webhook requests.

    Note: If you have more than one HIRE BP in your environment, you must configure all the HIRE BPs to enable the Create User webhook for all HIRE employee transactions.

Retrieve the resource path from your ServiceNow instance for Offboarding webhook

Retrieve the resource path from your ServiceNow instance for later use to authenticate Offboard webhook requests and retrieve the required data from the Workday application

Before you begin

Role required: admin.

Note: These configurations must be performed in your ServiceNow instance.

Procedure

  1. Log in to your ServiceNow instance as an admin.

  2. Navigate to All > System Web Services > Scripted Web Services > Scripted REST APIs.

  3. Open the record for the Workday HR spoke.

  4. In the Resources tab, click the Callback record.

  5. Record and save the value of Resource path for later use.

Import CLAR file to your Workday instance for Offboarding webhook

Import CLAR file available at ServiceNow Store to set up Offboarding webhook and authenticate requests from ServiceNow instance.

Before you begin

  • Workday Studio should be installed.

  • Access to custom report creation policy.

    Create custom report in workday based on the New_terminated_record report structure and share the report with ISU user.

  • Access to edit business process definition.

  • Access to create and edit integration system.

  • Role required: admin

Note:

  • Except integration name, report field XPath (if required), and Workday instance header, users are cautioned against modifying the values of fields or properties in the CLAR file.

  • These configurations must be performed in Workday Studio.

Procedure

  1. From the Workday HR spoke page on ServiceNow Store, download the Workday-HR-Offboarding-Webhook-Studio-Sample file from Supporting Links and Docs.

  2. Unzip the sample file to obtain the CLAR file.

  3. Import the CLAR file to Workday Studio.

  4. In the Properties tab of the StartHere component, navigate to Services and select the RAAS report created for this webhook.

    [Omitted image "raas-report-offboarding.jpg"] Alt text: RAAS report for offboarding spoke

  5. Choose the environment where your report exists such as, implementation or sandbox and configure the report as per your requirement.

  6. Provide a report name and select the required report.

    [Omitted image "custom-raas-report-offboarding.jpg"] Alt text: Custom RaaS report for Offboarding webhook

  7. Provide the alias name of the report.

    [Omitted image "alias-report-offboarding-webhook.jpg"] Alt text: Alias report for offboarding webhook

  8. After the report alias is added, add the selected path of report in Extra Path that is used to run the report based on prompt.

    [Omitted image "extra-path-offboarding-webhk.jpg"] Alt text: extra path for offboarding webhook

  9. Select the report alias.

  10. In the Set Headers component, provide your Workday instance for the WorkdayInstance header.

    [Omitted image "workday-instance-set-headers-offboarding.jpg"] Alt text: Set headers component offboarding webhook

  11. In the properties of HttpOut, fill in these values.

<table id=“table_ryn_5mm_wqb”><thead><tr><th>

Field

</th><th>

Value

</th></tr></thead><tbody><tr><td>

Endpoint

</td><td>

REST endpointNote: See Retrieve the resource path from your ServiceNow instance for more information.

</td></tr><tr><td>

Http Method

</td><td>

POST

</td></tr></tbody> </table> [Omitted image “httpout-properties-offboarding.jpg”] Alt text: httpout properities for offboarding

  1. Save the changes.

  2. In the project explorer, select the integration and deploy it in your Workday system.

  3. Log in to your Workday instance and navigate to Integration > Integration System > Configure Integration Attributes.

    [Omitted image "config-intgrt-attributes-offboarding.jpg"] Alt text: configure integration attributes offboarding

  4. Provide user name and password in Configure Integration Attributes that you have generated in Generate user name and password in your ServiceNow instance for Offboarding webhook.

    [Omitted image "usernm-pwd-attri-offboarding.jpg"] Alt text: integration attributes configuration offboarding webhook

  5. Modify a business process and add this integration in your business process.

    1. Edit the definition of the business process.

      [Omitted image "related-action-integration-offboarding.jpg"] Alt text:

    2. Select the ISU user in Workday Account box.

    3. Select the effective date and click Ok.

    4. Click the + sign and add a new business process step in BP.

    5. Select an order, which is after the completion step of business process.

    6. Add the business process and select Type as Integration.

      [Omitted image "type-integration-offboarding.jpg"] Alt text:

    7. Provide ISU username in Run as User and click Ok.

    8. Click Configure Integration on the newly added business process step in Hire BP.

      [Omitted image "config-integrt-hire-bp-offboarding.jpg"] Alt text: configure integration offboarding webhook

    9. In integration criteria, select value type as Determine value at runtime and select value as Employee ID.

      [Omitted image "integrt-criteria-det-value-runtime-offboarding.jpg"] Alt text: integration criteria value at runtime

      The selected Employee ID field in value is displayed.

      [Omitted image "integ-crit-emp-field-offboarding.jpg"] Alt text: integration criteria employee ID for offboarding webhook

    10. Click Ok.

    11. Open Create Custom Report task.

    12. Enter the report name, for example, enter New_terminated_record.

    13. Select Report Type as Advanced.

    14. Uncheck the Optimized for performance option.

    15. Select Data Source as All Workers.

      [Omitted image "data-source-all-workers-offboarding.jpg"] Alt text: View Custom Report for offboarding

    16. Create a report as shown below:

      [Omitted image "sample-report-offboarding.jpg"] Alt text: Sample report for offboarding webhook

      Group Column Headings in reports[Omitted image "group-column-headings-offboarding.jpg"] Alt text: Group column headings in report

      Sort section in reports [Omitted image "sort-section-offboarding.jpg"] Alt text:

      Filter section in reports[Omitted image "filter-section-report-offboarding.jpg"] Alt text: filter section in reports

    17. Select Populate Undefined Prompt defaults option from the Prompts tab.

    18. Select Enable as web service option from the Advanced tab.

Set up LeaveofAbsence Webhook for the Workday HR spoke

Use the LeaveofAbsence Webhook to get leave of absence details of an employee from Workday to your ServiceNow instance.

Generate user name and password in your ServiceNow instance for LeaveofAbsence webhook

Generate user name and password in your ServiceNow instance to authenticate requests for LeaveofAbsence webhook and retrieve the required data from the Workday application.

Before you begin

Role required: admin

Note: These configurations must be performed in your ServiceNow instance.

Procedure

  1. Log in to your ServiceNow instance as an admin.

  2. Navigate to All > System Definition > Table.

  3. Filter and search for the Workday HR spoke webhook registry table, for example, Workday Webhook Registry.

  4. Click the Show List related list.

  5. Click New.

  6. On the form, fill these values.

    Field Description Description Description of the webhook registry record. Enter Workday event and authentication for leave of absence. UserName Workday user who has integration rights using Workday Web Services. Password Password of the Workday user. Workday Event Event for which the webhook is set up. Enter LeaveofAbsence. Workday Instance Workday host URL and tenant name. Enter the URL in this format:https://<workday_host_url>/<workday_tenant_name>

  7. Right-click the form header and click Save.

  8. Click Generate UserName And Password.

    Copy and record the values of username and password. These values must be specified in the Workday instance to authenticate the webhook requests.

    Note: If you have more than one HIRE BP in your environment, you must configure all the HIRE BPs to enable the Create User webhook for all HIRE employee transactions.

Retrieve the resource path from your ServiceNow instance for LeaveofAbsence webhook

Retrieve the resource path from your ServiceNow instance for later use to authenticate Offboard webhook requests and retrieve the required data from the Workday application

Before you begin

Role required: admin.

Note: These configurations must be performed in your ServiceNow instance.

Procedure

  1. Log in to your ServiceNow instance as an admin.

  2. Navigate to All > System Web Services > Scripted Web Services > Scripted REST APIs.

  3. Open the record for the Workday HR spoke.

  4. In the Resources tab, click the Callback record.

  5. Record and save the value of Resource path for later use.

Import CLAR file to your Workday instance for LeaveofAbsence webhook

Import CLAR file available at ServiceNow Store to set up LeaveofAbsence webhook and authenticate requests from ServiceNow instance.

Before you begin

  • Workday Studio should be installed.

  • Access to custom report creation policy.

    Create custom report in workday based on the Leave_of_absence_request report structure and share the report with ISU user.

  • Access to edit business process definition.

  • Access to create and edit integration system.

  • Role required: admin

Note:

  • Except integration name, report field XPath (if required), and Workday instance header, users are cautioned against modifying the values of fields or properties in the CLAR file.

  • These configurations must be performed in Workday Studio.

Procedure

  1. From the Workday HR spoke page on ServiceNow Store, download the Workday-HR-Leave-of-Absence-Webhook-Studio-Sample file from Supporting Links and Docs.

  2. Unzip the sample file to obtain the CLAR file.

  3. Import the CLAR file to Workday Studio.

  4. In the Properties tab of the StartHere component, navigate to Services and select the RAAS report created for this webhook.

    [Omitted image "raas-report-leave-absence.jpg"] Alt text: RaaS report for leave of absence webhook

  5. Choose the environment where your report exists such as, implementation or sandbox and configure the report as per your requirement.

  6. Provide a report name and select the required report.

    [Omitted image "custom-raas-report-leave-absence.jpg"] Alt text: Custom Raas Report for leave of absence webhook

  7. Provide the alias name of the report.

    [Omitted image "alias-report-leave-absence.jpg"] Alt text: Alias for report name

  8. After the report alias is added, add the selected path of report in Extra Path that is used to run the report based on prompt.

    [Omitted image "extra-path-leave-absence.jpg"] Alt text: Extra path for report alias

  9. Select the report alias.

  10. In the Set Headers component, provide your Workday instance for the WorkdayInstance header.

    [Omitted image "set-headers-leave-of-absence.jpg"] Alt text: Set headers for Workday instance

  11. In the properties of HttpOut, fill in these values.

<table id=“table_pp4_ykn_wqb”><thead><tr><th>

Field

</th><th>

Value

</th></tr></thead><tbody><tr><td>

Endpoint

</td><td>

REST endpointNote: See Retrieve the resource path from your ServiceNow instance for more information.

</td></tr><tr><td>

Http Method

</td><td>

POST

</td></tr></tbody> </table> [Omitted image “httpout-leave-absence.jpg”] Alt text: http out properties for leave of absence webhook

  1. Save the changes.

  2. In the project explorer, select the integration and deploy it in your Workday system.

  3. Log in to your Workday instance and navigate to Integration > Integration System > Configure Integration Attributes.

    [Omitted image "config-integ-attributes-leave-absence.jpg"] Alt text: Configure integration attributes for leave of absence webhook

  4. Provide user name and password in Configure Integration Attributes that you have generated in Generate user name and password in your ServiceNow instance for LeaveofAbsence webhook.

    [Omitted image "usrname-pwd-attributes-leave-absence.jpg"] Alt text: user name and password for integration attributes configuration

  5. Modify a business process and add this integration in your business process.

    1. Edit definition of the business process.

      [Omitted image "business-process-def-leave-absence.jpg"] Alt text: Business process definition

    2. Select the ISU user in Workday Account box.

    3. Select the effective date and click Ok.

    4. Click the + sign and add a new business process step in BP.

    5. Select an order, which is after the completion step of business process.

    6. Add the business process and select Type as Integration.

      [Omitted image "type-integration-leave-absence.jpg"] Alt text: Business process type integration

    7. Provide ISU username in Run as User and click Ok.

    8. Click Configure Integration on the newly added business process step in Hire BP.

      [Omitted image "config-integrate-hire-bp-leave-absence.jpg"] Alt text: Configure integration for business process

    9. In integration criteria, select value type as Determine value at runtime and select value as Employee ID.

      [Omitted image "det-value-runtime-leave-absence.jpg"] Alt text: Integration criteria value at runtime

      Selected Employee ID field in value is displayed.

      [Omitted image "integrt-criteria-emp-id-selected-leave-absence.jpg"] Alt text: Employee ID selected for integration criteria

    10. Click Ok.

    11. Open Create Custom Report task.

    12. Enter the report name, for example, Leave_of_absence_request.

    13. Select Report Type as Advanced.

    14. Uncheck the Optimized for performance option.

    15. Select Data Source as All Active and Terminated Workers.

    16. Create a report as shown below:

      [Omitted image "sample-report-leave-absence.jpg"] Alt text: Sample report

      Group Column Heading section in report[Omitted image "group-col-heading-leave-absence.jpg"] Alt text: Group Column Headings in report

      Filter section in report[Omitted image "filter-section-leave-absence.jpg"] Alt text: Filter section in report

    17. Select Populate Undefined Prompt defaults option from the Prompts tab.

    18. Select Enable as web service option from the Advanced tab.

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